Terms of Use v7 — Last updated October 6, 2026
MyRecordSite is a software platform operated by Griffin Realty, Inc., a Florida corporation, doing business as SmartLedger Management ("MyRecordSite," "we," "us," or "our"). These Terms of Use ("Terms") govern access to and use of MyRecordSite by community associations, their authorized representatives, management companies, and owners/members (collectively, "you" or "Customer"). By creating an account, accessing, or using MyRecordSite, you agree to these Terms.
1. What MyRecordSite Is
MyRecordSite provides technology tools that help community associations (condominiums, homeowners' associations, and cooperatives) and the professionals who manage them establish an association website, store and publish records, manage protected Owner Records and Owner Access, manage authorized users, handle notices and meetings, and manage billing for the service. MyRecordSite is a technology provider. MyRecordSite is not a law firm, does not provide legal advice, does not audit or review the legal sufficiency of your records or disclosures, and does not act as your association's board, manager, or community association manager. Your association remains responsible for its own governance, records, and compliance with applicable law.
2. Your Account and Authority to Act
To create or administer a MyRecordSite account for an association, you represent that you are an officer, director, authorized manager, or other individual authorized by the association to establish and administer the account, or that you are otherwise authorized by such a person or by the association to act on its behalf. MyRecordSite does not independently verify your authority to act for the association and may rely on your representation of authority when establishing and administering the account. You agree that this representation is true and that you will promptly correct or update your account if your authority changes or ends.
3. Your Responsibilities
You are responsible for:
- the accuracy of the information you provide about your association;
- having the authority described in Section 2;
- the documents, records, and other content you or your authorized users upload, select, and publish, including their accuracy, completeness, and timeliness;
- classifying content appropriately and deciding whether content is published publicly, made available only to authenticated owners, or withheld, including any redaction of confidential, protected, or personal information;
- determining who qualifies for Owner Access and managing approval, denial, and revocation of that access;
- authorizing and removing administrators and other users of your account;
- maintaining current, accurate association information; and
- complying with the law that applies to your association, including any applicable requirements under Florida Statutes governing community associations.
MyRecordSite provides tools to help you do these things efficiently. It does not review or verify your compliance with the law, and using MyRecordSite does not, by itself, mean your association has satisfied every legal or regulatory obligation that applies to it.
4. What MyRecordSite Provides
MyRecordSite provides: association website hosting and publishing tools; records storage and publication features, including tools to distinguish publicly available content from content available only to authenticated owners; Owner Access account and authentication tools; user and administrator management tools; notice and meeting management features; and billing and subscription management tools. We may add, change, or remove features over time. We do not guarantee uninterrupted or error-free operation, and we do not guarantee that your use of MyRecordSite satisfies any specific legal, regulatory, or governing-document requirement.
Custom domains. An association owns any custom domain used with its site. MyRecordSite may provide DNS instructions and reasonable setup assistance, but does not require or request access to the association's registrar credentials. The permanent MyRecordSite-provided address remains available even when a custom domain is connected.
5. Content You Upload
You represent that you have the right and authority to upload and publish the content you submit through MyRecordSite, and that doing so does not violate the rights of any third party or any law. You are responsible for ensuring that confidential, protected, or personal information within your content is appropriately redacted or restricted before publication. We may restrict, remove, or disable access to content or accounts where we reasonably believe it is necessary for security, to comply with law, to address abuse, or to protect the integrity of the platform. We are not obligated to review content before it is published, and we do not review every document for legal sufficiency.
6. Association Account and Continuity
Your association's MyRecordSite account, and the records and data associated with it, belong to your association, not to any individual manager, management company, board member, or administrator. Management relationships, board composition, and administrators may change over time. A change in your association's management company or authorized representatives does not transfer ownership of, or by itself terminate access to, your association's account or its data; it changes who is authorized to administer that account on the association's behalf. Where a dispute arises over who is currently authorized to act for an association, we may require additional information before making changes to account administration, and we may pause certain administrative changes until the dispute is resolved by the association or, if necessary, through applicable legal process. Your association's account may be set up, administered, or paid for by a management company or other organization under a separate Portfolio Partner Agreement. Payment by, or administration through, such a Partner does not transfer ownership of your association's account or data to the Partner.
7. Owner Access
MyRecordSite provides the technical system for owners and members to request and be granted access to protected Owner Records. Your association and its authorized administrators are responsible for deciding who is eligible for Owner Access and for approving, denying, or revoking that access. MyRecordSite does not determine legal ownership of any unit, parcel, or membership interest, and does not adjudicate disputes about eligibility, ownership, or access. If you dispute your eligibility for Owner Access, contact your association directly.
8. Subscription, Billing, and Payment
Subscription fees are billed on a recurring basis at the price presented to you and accepted at checkout or in your order confirmation. A one-time setup fee (currently $299), if applicable, will also be presented at checkout or onboarding. The one-time setup fee does not apply when an association restores service within the 90-day post-cancellation period described in Section 13. We may change our pricing from time to time; a price change will apply to your account prospectively and will not require an amendment to these Terms. Cancellation takes effect at the end of your current paid billing period; you retain access through the end of that period, and there is no prorated refund for the remaining days in it. Payments are generally non-refundable, though we may issue a refund or credit at our discretion in appropriate circumstances. You authorize us (through our payment processor) to charge your designated payment method, and you are responsible for keeping your payment information current. If a payment fails, you will have a 15-day grace period to update your payment method or resolve the failure before we restrict or suspend access to the service, as described in Section 13. Applicable taxes, if any, will be added to your invoice as required by law.
9. Acceptable Use
You agree not to: use MyRecordSite for any unlawful purpose; attempt to gain unauthorized access to any account, association, or system; interfere with or disrupt the platform's security or operation; attempt to bypass access controls or authentication; upload content you do not have the right to upload or publish; or use the platform to harass, defraud, or abuse others.
10. Intellectual Property
MyRecordSite and its underlying software, design, and branding are owned by us and are protected by applicable intellectual property laws. We do not claim ownership of your association's content or records. By uploading content, you grant us a license to host, store, process, display, and transmit that content solely as necessary to provide the service to you.
11. Service Availability and Changes
We perform maintenance and updates from time to time and may change platform features. We will make reasonable efforts to minimize disruption but do not guarantee uninterrupted availability.
12. Account Security
You are responsible for protecting your account credentials, maintaining an accurate list of authorized users, promptly removing users who should no longer have access (such as departed staff), and notifying us promptly if you suspect unauthorized access to your account. We maintain technical security controls appropriate to the platform; we do not publicly describe the specific implementation of those controls.
13. Suspension and Termination
We may suspend or terminate access to the platform for nonpayment (subject to the grace period described in Section 8), material violation of these Terms, security threats, or unlawful use. We will not delete your association's records at the time your subscription is cancelled or your account is suspended. Following the effective date of cancellation or termination, your association's data will be retained in a read-only state for an ordinary period of 90 days, during which your association may access and export its data and may request reactivation of the account. After that 90-day period, your association's data becomes eligible for permanent deletion; permanent deletion requires our approval and does not occur automatically. We will not permanently delete data that is subject to a legal hold or other legal retention obligation of which we are aware. We may retain information longer where required by law, reasonably necessary to resolve disputes or enforce our agreements, or where appropriate in connection with your association's own legal obligations. Your association remains responsible for determining and satisfying its own record-retention obligations under applicable law.
14. Disclaimers and Limitation of Liability
MyRecordSite is provided "as is" and "as available." To the maximum extent permitted by law, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the platform will be uninterrupted, error-free, or that it will ensure your association's compliance with any law. To the maximum extent permitted by law, our aggregate liability arising out of or related to these Terms or your use of MyRecordSite will not exceed the amount you paid us in the twelve (12) months preceding the claim, and we will not be liable for indirect, incidental, special, consequential, or punitive damages.
15. Indemnification
You agree to indemnify and hold us harmless from claims arising out of your content, your unauthorized publication of information, your violation of applicable law, your lack of authority to act for your association, or your misuse of the service.
16. Governing Law and Venue
These Terms are governed by the laws of the State of Florida, without regard to conflict-of-law principles, and any dispute will be brought exclusively in the state or federal courts located in Miami-Dade County, Florida.
17. Changes to These Terms
We may update these Terms from time to time. We will provide reasonable notice of material changes. Continued use of MyRecordSite after changes take effect constitutes acceptance of the updated Terms.
18. Contact
Questions about these Terms can be directed to support@myrecordsite.com.